- Being the main point of contact for deliveries, phone calls and visitors
- Preparing the meeting rooms and keeping the kitchen and office tidy
- General building management / Liaising with office suppliers
- Supporting the accounting department (i.e.: filing invoices)
- Purchasing stationery, groceries and other office resources
- Health & Safety update – Fire safety and first aid training needed. (Courses can be completed on starting the role)
- Maintaining office plants, notifying getting the cleaner to water whilst on holiday
- Printer outsourced management, maintenance of the printer – cartridges, paper, meter readings of printer etc.
- Maintenance of the water machine with regular filter changes
- General EA duties assisting the COO, CIO
- Diary management
- Meetings organisation, booking lunches and restaurants
- National and international travel co-ordination including visas
- Gate keeping/time management
- Providing some ad hoc private assistance to one of the Partners (will be supported by the current EA)
- Maintaining the contact database and recording the monthly backup
- Post – scanning, emailing, filing of bank statement and charges
- Maintaining invoices alongside the Finance Manager
- Admin for affiliated company that is also based in their office – inbox management, scheduling calls, meetings, booking external meeting rooms, booking restaurants, registration for conferences, and travel
- Checking the schedule for the week ahead, and the next day, reconfirming calls and meetings
- Management of subscription for journals
- Registration for conferences, with travel and setting up all 1x1 and group meetings
- Business travel receipts and expenses/reimbursement to staff
- Updates to KYC, keeping aware of passport expires/visa renewals
- Updating investor classification and history spreadsheet (Good Excel skills therefore needed)
- Point of contact with external IR team to arrange meetings/calls
- Updating the IR team payment schedule with monthly adjustments – updating the IR spreadsheet
- Distribution of client monthly factsheets
- Project managing all things IT alongside COO
- Management of WIX website
- Using Xero to upload expenses and reconciling receipts
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EA & Office Manager at boutique Mayfair investment firm – Hybrid working – 1 year Maternity contract - Central London, United Kingdom - Lavender Jones Recruitment
Description
This charming boutique investment management business in the heart for Mayfair requires a top EA to cover a 1 year maternity contract. The team in London is a team of 6 and they currently have a fabulous EA who supports them across business EA duties, office management and some personal PA elements. She absolutely loves the team she supports and it's a flat structure and relaxed office vibe. The team have all known each other for many years and it's not a stressful environment, but they do all work to high standards and have high expectations. They can offer hybrid working and historically have paid very generous bonuses, so it really is a great opportunity. The key responsibilities are as follows:
Office Management
General EA tasks
Client
IT Management
They'd like someone who has worked in a small company before and who understands the need for adaptability and a proactive nature. Ideally this person will have 3-5 years EA & OM experience and be committed to staying a full year. The current EA & OM is off on maternity leave in mid-June, so they are looking for someone to start at the beginning of June for a handover. This is a year long contract and they will give a completion bonus of 10% to ensure someone stays with them until the current EA is back. On top of this they also offer very generous discretionary bonuses which this hire will be eligible for.
